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5 Procedure

5.1. Run Execute Rebuild Processes after an Updated SBL

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or Import Award File has been loaded to Processes rebuild data for a batch of students at one time 

Actors

• User with appropriate permissions

• Regent Award

• SBL 

• Import Award file 

...

• Updated SBL and or Import Award file has been loaded and could possibly allow several students stuck in the Conversion Processes: Review Queue to be Processes 

Basic Flow

The user:

1. Navigates to the COD Rebuild Processes under Processes on the left tool bar 

2. Clicks on Execute COD Rebuild Processes 

3. Clicks on Refresh until the Progress column updates 100% 

Post-condition

• Student who can be Processed is successfully converted and is no longer in the Conversion Processes:  Review Queue 

...

• Student is stuck in the Conversion Processes: Review Queue with the Status of “No Course Data” 

Basic Flow

The user:

1. Navigates to the Conversion Processes:  Review Queue 

2. Opens the Conversion Wizard for a student with the Status of “No Course Data” 

3. Scrolls to the bottom of the Conversion Wizard screen and confirm that there are no non-transfer current courses for the student 

4. In the SIS, registers the student for current courses 

5. Generates an updated SBL from the SIS 

   1. If student has a program with no course data, follow alternative Processes flow  

      1. Depending on the urgency of the situation an SBL can be generated manually, or it can be generated at the scheduled nightly run 

6. Uploads the SBL to REGENT AWARD 

7. Clicks the “Refresh” button in the Conversion Wizard 

8. Clicks “Save” in the Conversion Wizard 

9. Clicks the “Execute Rebuild Processes” button at the top of the Conversion Wizard 

10. Clicks the “Check Rebuild Status” button at the top of the Conversion Wizard 

11. Clicks “Finalize Student Conversion” 

12. If there are no other data issues, a box will pop up that says “Student Conversion Successful” 

Alternative Flow

1. Clicks on Add Academic Year 

2. @Academic Year Number – Select Academic Year 1 

3. Select terms associated to the program to create an AY 

4. @ Federal Award Year – Select appropriate FAY (2020-2021) 

5. Clicks “Save” on Modify Student Academic Year 

   1. Clicks override if presented on the Academic Year 

6. Clicks “Save” on REGENT AWARD Conversion Processes: Review Student 

7. Clicks “Execute Rebuild Processes” 

8. Clicks “Check Rebuild Status” 

9. Clicks “Finalize Student Conversion” 

10. If there are no other data issues, a box will pop up that says “Student Conversion Successful” 

    1. If student record did not Processes, review error message and Processes via OGB for the error message presented 

...

• Student is successfully converted and is no longer in the Conversion Processes:  Review Queue 

5.3 Failed to match payment period for import award disbursement 

Actors

• Student 

• User with appropriate permissions 

• Regent Award 

• Import Award Disbursement File 

...

• Student is stuck in the Conversion Processes:  Review Queue with the Status of “Failed to match payment period for import award disbursement” 

Basic Flow

The user:

1. Navigates to the Conversion Processes:  Review Queue 

2. Opens the Conversion Wizard for a student with the Status of “Failed to match payment period for import award disbursement” 

3. Navigates to the portion of the Conversion Wizard that displays the “All Imported Awards” 

4. Find the imported award that has an error in the “Award Message” column 

5. Clicks the carrot to Opens the details of the imported award 

6. Examine the disbursement dates of the imported award to determine which disbursement(s) may fall outside of the Award Period 

7. Make the necessary adjustments to the award and disbursements to ensure that all disbursements fall within the designated Award Period 

   1. For COD originated awards when appropriate, make any required changes to the awards and disbursements at COD on the web.  This will also require that the web response file be imported into Regent Award 

   2. When making updates to awards in the SIS, care should be taken that if disbursements are moved to another award, that the gross and net award amounts will need to be updated appropriately 

8. Once the changes have been made in the SIS, a new Import Award file for the student will need to be generated and imported into REGENT AWARD 

9. Confirms in the Processes Log that the Import Award file imported properly. 

10. Navigates to the Conversion Processes:  Review Queue 

11. Opens the Conversion Wizard for the student in question 

12. Clicks the “Execute Rebuild Processes” button at the top of the Conversion Wizard 

13. Clicks the “Check Rebuild Status” button at the top of the Conversion Wizard 

14. Clicks “Finalize Student Conversion” 

15. If there are no other data issues, a box will pop up that says “Student Conversion Successful” 

    1. If student record did not Processes, review error message and Processes via OGB for the error message presented

Post-condition

• Student is successfully converted and is no longer in the Conversion Processes:  Review Queue 

5.4 All AY modification records must be in the 'Ready to Package' status or COD Rebuild Award can not be processed as the related BBAY Modification record is in a pending review status 

Actors 

• Student 

• User with appropriate permissions 

• Regent Award 

...

• Student is stuck in the Conversion Processes:  Review Queue with the Status of “All AY modification records must be in the 'Ready to Package' status” 

Basic Flow 

The user:

1. Navigates to the Conversion Processes:  Review Queue 

2. Opens the Conversion Wizard for a student with the Status of “All AY modification records must be in the 'Ready to Package'

   status” In the scenario where a student has the message “At least one

   status” or “COD Rebuild Award can not be processed as the related BBAY Modification record is in a pending review status”: In the Adjust Academic Years and $0 Disbursement section, if the message in the “Issues” column of the Academic Year is:

   1. “At least one import disbursement had a validation error.  At least one import award disbursement failed to Process” in the “All Imported Awards” section of the Conversion Wizard 

      1. Finds the imported award that has an error in the “Award Message” column 

      2. Clicks the carrot to Opens the details of the imported award 

      3. Examines the disbursement dates of the imported award to determine which disbursement(s) may fall outside of the Award Period 

      4. Makes the necessary adjustments to the award and disbursements to ensure that all disbursements fall within the designated Award Period 

         1. If necessary, make any required changes to the awards and disbursements at COD on the web.  This will also require that the web response file be imported into Regent Award 

   2. In the scenario where a student has the message “Overlapping Academic Year” in the “Adjust Academic Years and $0 Disbursements” section of the Conversion Wizard  

      1. Identifies which Academic Years overlap. 

      2. Identifies which of the overlapping Academic Years are correct based on the loan information provided 

      3. For the incorrect Academic Year, Clicks the “Edit” button on the right of that Academic Year Year

      4. Adds or removes terms to adjust the Academic Year appropriately.  Once you are satisfied with the selected terms, Clicks the “Save” button 

      In the scenario where a student has the message “Shortened BBAY” in the “Adjust Academic Years and $0 Disbursements” section of the Conversion Wizard 

   3. For the incorrect Academic Year, Clicks the “Edit” button on the right of that Academic Year 

   Adds or removes terms to adjust the Academic Year appropriately.  Once you are satisfied with the selected terms, Clicks the “Save” button 

   4. “Shortened BBAY” and/or “Load Period Term Mismatch” 

      1. Clicks Edit

      2. Adds terms in the Academic Year

      3. Clicks on Advance Edit for Academic Loan Periods

      4. Adds terms

      5. Clicks save

         1. Note: If the Program Start Date is incorrect, course data transfer flags need to be updated appropriately. (Transfer for courses prior to the open Academic Year and enrolled (not flagged transfer for courses in the open Academic Year.)

   5. “Overlapping Program Start Date” the Program start date matches the open Academic Year start date: If the Program start date is incorrect, the correct Program start date must be updated via the SBL file or the user can update the course data to match the Program Start by changing the transfer flag on the course from non-transfer to transfer or from transfer to non-transfer. (Courses that are part of the academic year should not be flagged as transfer and courses that are not part of the academic year should be flagged as transfer).

      1. If they get the following message: Term Based Programs require at least 1 Term to be specified in each Loan Period 

         1. Clicks on “Advanced Edit” in the Loan Period section 

         2. Selects the terms in the Academic Year 

         3. Clicks “Save” 

3. In the scenario where An Academic Plan does not exist for this student – Regent Award could not create an academic year based on the program and the terms on the import award data 

   1. Identifies if the terms on the import award data are configured to apply to the student’s program 

   2. If not, updates the terms on the import award data 

   3. Imports updated Import Award

      file 
   Opens or on the Conversion Wizard for the student in question 

   1. file  

4. Clicks “Save” 

5. Clicks the “Execute Rebuild Processes” button at the top of the Conversion Wizard 

6. Clicks the “Check Rebuild Status” button at the top of the Conversion Wizard 

7. Clicks “Finalize Student Conversion” 

8. If there are no other data issues, a box will pop up that says “Student Conversion Successful” 

...

• Student is stuck in the Conversion Processes:  Review Queue with the Status of “One or more Payment Periods could not be resolved for a COD Rebuild award” 

Basic Flow 

The user:

1. Navigates to the Conversion Processes:  Review Queue 

2. Opens the Conversion Wizard for a student with the Status of “One or more Payment Periods could not be resolved for a COD Rebuild award” 

3. Clicks on Student  

4. Clicks on the Academic Year  

Identifies the award that has the error associated with it in the “Message” column in the section of the Conversion Wizard labeled “Adjust Academic Years and $0 Disbursements” 

5. Clicks on Student  

6. Clicks on the Academic Year 

   1. Clicks on Loan Period Begin Date to determine which disbursement has the error message if it is not open.

   2. Clicks on COD Rebuild Award (DLSubsidized or DLUnsubsidized if it is not open. 

7. Identifies the disbursement with error “The disbursement date of XX/XX/XXXX could not be matched to a Payment Period” in the Message column.

   1. Please note that there may be more than one award/disbursement with the error message.  This will require you to follow the procedures to

      update the payment period for all disbursements Image Removed

   2. Identifies the award in question 

   3. Clicks the carrot to Opens the details of the award  update the payment period for all disbursements Image Added

8. Clicks the “Edit” button to the right of the award to expand the disbursement details 

9. In the column labeled “Payment Period Override” selects the payment period that the disbursement should be

   associated 

   assigned to 

10. Clicks the “Update” button to the right of the award  

11. Clicks the “Save” button at the top of the Conversion Wizard 

12. Clicks the “Execute Rebuild Processes” button at the top of the Conversion Wizard 

13. Clicks the “Check Rebuild Status” button at the top of the Conversion Wizard 

14. Clicks “Finalize Student Conversion” 

15. If there are no other data issues, a box will pop up that says “Student Conversion Successful” 

    1. If they get the following message: COD data has been imported, but not Processed yet – check the Processes log for error, (if there are multiple loans with this message, it may help to Processes one loan at a time) 

       1. Clicks refresh  

       2. Repeats steps g through n  

Post-condition 

• Student is successfully converted and is no longer in the Conversion Processes:  Review Queue 

...

• Student is stuck in the Conversion Processes:  Review Queue with the Status of “At least one disbursement for this award has a $0 amount that may not actually be $0 and needs to be reviewed” 

Basic Flow 

The user:

1. Navigates to the Conversion Processes:  Review Queue 

2. Opens the Conversion Wizard for a student with the Status of “At least one disbursement for this award has a $0 amount that may not actually be $0 and needs to be reviewed” 

3. Clicks on the “Data Conversion Wizard” button on the far right.  A new tab will Opens with the student information  

4. Scroll down and use the drop-down arrows to find the $0 transaction  

5. Confirm what the amount of the transaction should be  

6. Clicks the edit button to the right of the $0 transaction  

7. Adjust the “Current Amount” to the proper amount  

8. Clicks the “Update” button to the far right of the $0 transaction  

9. Clicks the “Save” button at the top of the Conversion Wizard 

10. Clicks the “Execute Rebuild Processes” button at the top of the Conversion Wizard 

11. Clicks the “Check Rebuild Status” button at the top of the Conversion Wizard 

12. Clicks “Finalize Student Conversion” 

13. If there are no other data issues, a box will pop up that says “Student Conversion Successful” 

Post-condition 

• Student is successfully converted and is no longer in the Conversion Processes:  Review Queue 

...

• Student is stuck in the Conversion Processes:  Review Queue with the Status of “Error Processing batch data for Student [xxxx]. Error Msg: BBAY Modification Loan Period [xxxx – xx/xx/xxxx – xx/xx/xxxx] for Year #1 has an FAY (XXXX) that is not possible for the date range.” 

Basic Flow 

The user:

1. Navigates to the Conversion Processes:  Review Queue 

2. Opens the Conversion Wizard for a student with the Status of “Error Processing batch data for Student [xxxx]. Error Msg: BBAY Modification Loan Period [xxxx – xx/xx/xxxx – xx/xx/xxxx] for Year #1 has an FAY (XXXX) that is not possible for the date range.” 

3. Carefully examine the Loan Period Begin and End dates compares to the Federal Award Year for the awards in the top section of the Conversion Wizard titled “Adjust Academic Years and $0 Disbursements” 

4. If their Federal Award Year does not coincide with the Loan Period start and end dates, change the Federal Award Year of the award to the correct Federal Award Year in the SIS. 

5. Once the changes have been made in the SIS, a new Import Award file for the student will need to be generated and imported into REGENT AWARD 

6. Confirm in the Processes Log that the Import Award file imported properly. 

7. Navigates to the Conversion Processes:  Review Queue 

8. Opens the Conversion Wizard for the student in question 

9. Clicks the “Save” button at the top of the Conversion Wizard 

10. Clicks the “Execute Rebuild Processes” button at the top of the Conversion Wizard 

11. Clicks the “Check Rebuild Status” button at the top of the Conversion Wizard 

12. Clicks “Finalize Student Conversion” 

13. If there are no other data issues, a box will pop up that says “Student Conversion Successful” 

Post-condition 

• Student is successfully converted and is no longer in the Conversion Processes:  Review Queue 

...

• Student is stuck in the Conversion Processes:  Review Queue with the Status of “AY Modification for Academic Year is invalid. A Term should be contained in this modification and is not included” 

Basic Flow 

The user:

1. Navigates to the Conversion Processes:  Review Queue 

2. Opens the Conversion Wizard for a student with the Status of “AY Modification for Academic Year is invalid. A Term should be contained in this modification and is not included” 

   1. In the scenario where a student has the message “Shortened BBAY” in the “Adjust Academic Years and $0 Disbursements” section of the Conversion Wizard, Clicks the “Edit” button to the right of the Academic Year 

      1. Add or remove terms to adjust the Academic Year to match the Begin Date and End Date of the Loan Academic Year

         appropriately.  Once you are

         . Once the user is satisfied with the selected terms, Clicks the “Save” button 

   2. In the scenario where a student has the message “Unable to package student (RNA.PackageStudent) ….. or Error Processing batch data for Student…. 

      1. Review term on the Import Award data and confirm terms on the import award data are configured to apply to the student’s program 

      2. If not update the terms on the import award data 

      3. Import updated Import Award file 

   3. Opens or on the Conversion Wizard for the student in question 

3. Clicks the “Save” button at the top of the Conversion Wizard 

4. Clicks the “Execute Rebuild Processes” button at the top of the Conversion Wizard 

5. Clicks the “Check Rebuild Status” button at the top of the Conversion Wizard 

6. Clicks “Finalize Student Conversion” 

7. If there are no other data issues, a box will pop up that says “Student Conversion Successful” 

Post-condition 

• Student is successfully converted and is no longer in the Conversion Processes:  Review Queue 

...

1. At least one disbursement for this award is missing supporting Import Award Disbursement data - COD data is missing Import Award data 

2. The student has paid COD Rebuild Disbursements but does not have course enrollments defined for their active program- enrolled course data is missing for award period

3. AY Modification contains terms from multiple tracks -Student has Import Award data in multiple term tracks IDs 

4. AY modification skips a term that should exist - Import award data does not have a disbursement for each term in the IA start date and end date. 

   1. For example 

      1. AY includes terms Fall, Winter, Spring and Summer optional 

      2. Student has an IA with Award Year Start and End dates as 8/31/2020 - 8/21/2021 

      3. Student only attended Fall, Spring Summer so the IA data does not include a disbursement amount for Winter 

      4. IA data should include a disbursement for the Winter term for $0 

   2. Resolution is to add the missing term via the Data Conversion Wizard or provide the missing term with the $0 amount on the IA file 

5. No program -A program must be provided for Regent Award to build an Academic Plan and Processes the rebuild data 

6. Term was not found in the Academic Plan program or institution - Import Award data includes terms that are not associated to the student's program 

7. Per Institutional settings Import Award data is required to support this Rebuild Award - IA file must include awards for COD Data that is being rebuild in Academic Year and later 

8. AY Modification contains terms from multiple tracks - Import Award data contains terms from multiple track or terms from BBAY and SAY programs.  School must resolve via updates to the IA file 

9. A Track Change has been detected in BBAY Modification - Import Award data contains terms for a SAY program and a BBAY program which indicates a possibility of a track change. School must resolve via updates to the IA file 

10. Import Award requires a fund budget, but no fund budget was found for Import Award Disbursement – School must update the fund budget via the Fund Setup OGB to Processes this student's record. 

11. Unable to create award for "Fund Name", fund requires ISIR and valid ISIR not available or does not match grade level. At least one import award disbursement failed to Process. - Student's record must have a valid ISIR for the Import Award fund to Processes. Once received Navigates to the student's conversion wizard and Processes the student's record by Clicking on the button (Save etc.) at the top of the page. 

12. Import award disbursement's payment period is not contained by the award period or the award period was not found - Make sure the Award start and end dates on the IA file matches the term start and end dates.

13. Value cannot be null or At least one Import Award disbursement failed to Process - This error could mean one of the following: 

    1. Import Award, Award Start and End dates do not match the term start and end dates.

    2. Import Award should not include an award for a term that is not anticipated 

    3. Import Award Payment Period start, and end dates must match a configured term in Regent

14. Internal RNA Error - issue with non-COD import Award 

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